Kofax ReadSoft Invoices
Invoice Portal Onboarding Install & Quick Start Guide
Version: 6.1.0
Date: 2021-05-10
©
2021 Kofax. All rights reserved.
Kofax is a trademark of Kofax, Inc., registered in the U.S. and/or other countries. All other trademarks
are the property of their respective owners. No part of this publication may be reproduced, stored, or
transmitted in any form without the prior written permission of Kofax.
2
Table of Contents
Chapter 1: Introduction.............................................................................................................................. 4
Related documentation.......................................................................................................................4
Getting help with Kofax products....................................................................................................... 4
Chapter 2: Prerequisites.............................................................................................................................6
Chapter 3: Installing the Invoice Portal plugin in Kofax ReadSoft Invoices.........................................7
Chapter 4: Removing the Invoice Portal plugin in.................................................................................. 8
Chapter 5: Setting up the Invoice Portal supplier-onboarding plugin in Kofax ReadSoft Invoices.... 9
InvoicePortalURL flag......................................................................................................................... 9
Credentials flag...................................................................................................................................9
UploadReminderDays flag..................................................................................................................9
DisablePopup = 1.............................................................................................................................10
Chapter 6: Warning when trying to connect..........................................................................................11
Chapter 7: Invoice Portal Plugin Quick-start Guide.............................................................................. 12
How it works.....................................................................................................................................12
Supplier-status popup............................................................................................................ 13
How to get suppliers onboard in the Invoice Portal.........................................................................15
Invite suppliers....................................................................................................................... 15
Confirm the supplier match................................................................................................... 16
Add missing contact information........................................................................................... 16
Check supplier onboarding status......................................................................................... 16
Remind suppliers you have already invited.......................................................................... 17
Remind suppliers who accepted your invitation but have not started sending electronic
invoices............................................................................................................................. 17
Delete suppliers..................................................................................................................... 18
General information............................................................................................................... 18
3
Chapter 1
Introduction
This document guides you through the installation of the Invoice Portal supplier-onboarding plugin in
connection with Kofax ReadSoft Invoices 6.1.0 and later and briefly describes how to use it.
Note that this plugin is only meant for use in countries where the Invoice Portal is available for use.
For more information on the general use and benefits of the invoice Portal, log in at http://
www.fakturaportalen.se/en/ and see the help provided there.
Related documentation
A full set of the documentation for Kofax ReadSoft Invoices can be found online here: https://
docshield.kofax.com/Portal/Products/en_US/RSI/6.1.0-fcscu25u5b/RS_Invoices.htm
Getting help with Kofax products
The Kofax Knowledge Base repository contains articles that are updated on a regular basis to keep you
informed about Kofax products. We encourage you to use the Knowledge Base to obtain answers to your
product questions.
To access the Kofax Knowledge Base, go to the Kofax website and select Support on the home page.
Note The Kofax Knowledge Base is optimized for use with Google Chrome, Mozilla Firefox or Microsoft
Edge.
The Kofax Knowledge Base provides:
• Powerful search capabilities to help you quickly locate the information you need.
Type your search terms or phrase into the Search box, and then click the search icon.
• Product information, configuration details and documentation, including release news.
Scroll through the Kofax Knowledge Base home page to locate a product family. Then click a product
family name to view a list of related articles. Please note that some product families require a valid
Kofax Portal login to view related articles.
• Access to the Kofax Customer Portal (for eligible customers).
Click the Customer Support link at the top of the page, and then click Log in to the Customer Portal.
• Access to the Kofax Partner Portal (for eligible partners).
Click the Partner Support link at the top of the page, and then click Log in to the Partner Portal.
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Kofax ReadSoft Invoices Invoice Portal Onboarding Install & Quick Start Guide
• Access to Kofax support commitments, lifecycle policies, electronic fulfillment details, and self-service
tools.
Scroll to the General Support section, click Support Details, and then select the appropriate tab.
5
Chapter 2
Prerequisites
• ReadSoft Invoices 5.8 SP2 or later
• An Invoice Portal account - click Become a member on the Invoice Portal home page.
6
Chapter 3
Installing the Invoice Portal plugin in Kofax
ReadSoft Invoices
The functionality to onboard suppliers directly in Invoices can be installed either in connection with or after
installing Invoices. It should be installed on every client on which the Manager and/or Verify module is
installed.
In the installation package, navigate to and double click Plugins\IPOnboarding\Invoice Portal
onboarding plugin setup.msi. You can either keep the default installation location or specify a
different one.
Once installed, the plugin, Invoices Invoice Portal onboarding plugin, is found in the Control Panel under
Programs and Features. The functionality needs to be configured (see "Setting up the Invoice Portal
supplier-onboarding plugin in Kofax ReadSoft Invoices").
7
Chapter 4
Removing the Invoice Portal plugin in
If you want to remove the plugin completely, you need to right click it in Programs and Features in the
Control Panel and select Uninstall for each computer on which the plugin is installed in connection with
Invoices Manager or Verify modules, selecting Modify, and deselecting the IPOnboarding.
Otherwise, if you just want to keep Invoices from trying to connect to the Invoice Portal, you can simply
comment out or remove the PluginN row for the IPOnboarding plugin in eilocal.ini as in these
examples:
;***********************
;* Manager *
;***********************
[Plugins::eimngr]
Plugin1=Common
Plugin2=DBMaintenance
Plugin3=ERPImport
Plugin4=InvoiceSelection
Plugin5=AutoValue
;Plugin6=IPOnboarding
;************************
;* Verify *
;************************
[Plugins::eiveri]
Plugin1=Common
Plugin2=AutoValue
;Plugin3=IPOnboarding
Just keep in mind that if you do this, you need to adjust the numbering for any plugins (PluginN where N is
a number) that are listed after the IPOnboarding plugin. Gaps are not allowed in the numbering sequence
in the Plugin list.
8
Chapter 5
Setting up the Invoice Portal supplier-
onboarding plugin in Kofax ReadSoft Invoices
When Invoice Portal supplier-onboarding functionality is installed for Kofax ReadSoft Invoices (see
"Installing the Invoice Portal plugin in Invoices"), the following section is added to eiglobal.ini, and it
must be configured.
[IPOnboarding]
InvoicePortalURL=https://web.fakturaportalen.se
Credentials=
UploadReminderDays=2
InvoicePortalURL flag
The InvoicePortalURL setting is specified automatically when installed and should not be changed unless
instructions to do so are received from support or an Invoices consultant.
Credentials flag
The credentials for the corresponding account need to be added in order to connect to Invoice Portal
supplier-onboarding services.
To get the key for this:
1. Log in to the Invoice Portal account that will be used with the plugin.
2. Click Settings > Member account.
3. Under Member API keys, generate an API key by clicking Add.
4. Immediately copy the key from the API key box and paste it in the eiglobal.ini file next to
Credential=.
5. Save the file.
UploadReminderDays flag
This specifies the number of days that will pass before the Upload suppliers dialog is automatically
displayed when the Manager module is started.
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Kofax ReadSoft Invoices Invoice Portal Onboarding Install & Quick Start Guide
Note The dialog is not displayed if there are no new suppliers to upload.
DisablePopup = 1
This is an additional flag that can be specified to stop the pop-up dialog from being displayed
automatically in the Manager module when it opens. However, it can still be displayed using the menus in
the Manager module.
Note The dialogs are also displayed automatically if corresponding actions need to be handled.
10
Chapter 6
Warning when trying to connect
If you get the following message when the plugin tries to connect to the Invoice Portal, add it to the trusted
list by clicking Add.
Note This message may be displayed on a machine that has a stricter security policy, such as a
machine with Windows Server installed.
11
Chapter 7
Invoice Portal Plugin Quick-start Guide
This guide briefly shows how to use the Invoice Portal supplier-onboarding plugin once it has been
correctly installed and configured in connection with Kofax ReadSoft Invoices (see previous section).
How it works
The first time an invoice as approved for a supplier in Kofax ReadSoft Invoices, information on the
supplier is collected by the supplier-onboarding plugin (without the knowledge of the Verify operator).
Depending on what is specified for the UploadReminderDays flag in eiglobal.ini, and if the first
invoice for a new supplier has been approved, the Upload Suppliers dialog is automatically displayed
when an administrator opens the Invoices Manager module.
It provides information on how many new suppliers can be uploaded to the Invoice Portal (if any) and how
many have been uploaded previously.
• If there are new suppliers to upload, the administrator can click Upload New to upload information on
new suppliers to the Invoice Portal.
• If there is no information for new suppliers, the Upload New button is grayed out.
The dialog can also be opened manually in Invoices using the Invoice Portal menu item:
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Kofax ReadSoft Invoices Invoice Portal Onboarding Install & Quick Start Guide
Supplier-status popup
A popup that shows the current status for suppliers in the Invoice Portal is displayed automatically in the
Manager module when things like the following occur:
• A supplier has accepted the invitation
• Some information needs to be adjusted
• A new supplier has been created that needs to be approved
• Etc.
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Kofax ReadSoft Invoices Invoice Portal Onboarding Install & Quick Start Guide
How to get suppliers onboard in the Invoice Portal
This section describes what needs to be done to get your suppliers onboard using the Invoice Portal
plugin for Kofax ReadSoft Invoices. Except for the adding of suppliers, all of the information provided here
applies to the Invoice Portal web interface when you are logged in to the correct account.
Before you can start receiving invoices from suppliers, you need to connect them using the following
steps:
Add suppliers - suppliers need to be added to the Invoice Portal. This is done using the supplier-
onboarding plugin for Kofax ReadSoft Invoices, or they can be added manually directly in the Invoice
Portal web interface. See previous sections on how to install and configure the plugin and on how it works
for more information.
Invite suppliers to join the Invoice Portal - if you are a free member, you must upgrade to a higher
membership level to invite suppliers using an external operator. These suppliers are listed hen you click
More to reach.
Confirm supplier information - some suppliers require more processing before you can invite them. In
these cases, you might need to confirm the supplier match or add missing contact information.
Check supplier status - At any part of the onboarding process, see which stage your suppliers are in.
Remind suppliers -
• Remind suppliers that you already invited them.
• Remind suppliers that accepted your invitation but have not started sending electronic invoices.
Invite suppliers
You can invite the suppliers that have been uploaded to the Invoice Portal using the onboarding plugin for
Kofax ReadSoft Invoices to send invoices through the Invoice Portal. You can send invitations by email
(free) or postal mail (at extra charge).
Note Some suppliers cannot be invited until you confirm their match. Also, suppliers need to have either
an email or a mailing address. If they do not, you will not be able to invite them. The Invoice Portal
informs you went you need to add missing contact information.
To invite suppliers, complete the following steps in the Invoice Portal when you are logged into the correct
account:
1. Click Suppliers > Summary.
2. Click the Ready to be invited button.
3. Edit the invitation text by clicking the Invitation text button.
4. Select which suppliers to invite by checking the box next to their supplier ID. To select all suppliers,
click All in the Select dropdown menu. To search for a specific supplier, type the search criteria in
the text field.
5. Specify wheteher to send the invitations by email or postal mail when both options are available.
The Send by column indicates how a supplier can be invited: , , or either if both options are
available for the supplier.
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Kofax ReadSoft Invoices Invoice Portal Onboarding Install & Quick Start Guide
6. To invite suppliers by email, specify the deadline and click Send email. To invite them by postal mail
(at extra charge), specify the deadline and click Send mail.
A confirmation email is also sent to you; it provides a summary of how many suppliers were invited and
other information. The suppliers you invited are now removed from the Ready to be invited list.
Confirm the supplier match
The matching function help keeps your supplier list up to date.
The Invoice Portal searches among all members and connected operators for information that
corresponds to your suppliers. If a match is found and the information is identical, you do not need to do
anything. If the match is uncertain, you must manually confirm it before you invite the supplier.
To invite suppliers, complete the following steps in the Invoice Portal when you are logged into the correct
account:
1. Click Suppliers > Summary.
2. under Confirm, you can see whether you have any matches to confirm.
3. Click Confirm match.
4. Find the supplier and click the Edit button.
5. In the list of possible matches, select the one that corresponds to the customer you selected. If none
of te suggestions are correct, selecte None of the suggested.
Add missing contact information
Before you can invite suppliers, they need to have an email address, a mailing address, or both. If they
do not, you will not be able to invite them. The Invoice Portal informs you when you need to add missing
contact information.
To add missing information for suppliers, complete the following steps:
1. Click Suppliers > Summary.
2. Under Confirm, click the Missing email and mailing address button.
3. Select a supplier and click the Edit button.
4. Add an email address.
5. Add a mailing address.
Tip: If the supplier is Sweden-based, type the supplier's organization number or Bankgiro occount
number in the Identifier field under Party identifiers, and their name and address is filled in
automatically.
6. Specify or change other details, if applicable.
7. Click Save.
Check supplier onboarding status
To see in which stage of the onboarding process your suppliers are, complete the following steps:
1. Click Suppliers > Summary.
2. Under Check suppliers, click Check and update.
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Kofax ReadSoft Invoices Invoice Portal Onboarding Install & Quick Start Guide
3. Then you can:
• Search for a particular supplier by typing their name in the search box at the top and clicking
Filter.
• Search for suppliers in a particular step of the onboarding process by selecting the stage and
clicking Filter.
• Filter the results based on how the suppliers were invited (email or letter) by selecting how they
were invited and clicking Filter.
• Filter the results based on which deadline the suppliers were assigned by specifying the deadline
span and clicking Filter.
• Sort suppliers based on different criteria by clicking the column heading.
Remind suppliers you have already invited
Sometimes suppliers need to be reminded to sign up as members and accept your invitation to start
sending invoices through the Invoice Portal.
To send reminders to these suppliers, complete the following steps:
1. Click Suppliers > Summary.
2. Under Remind, click the Already invited button.
3. Search for a particular supplier by typing their name, organization number, or other information and
pressing ENTER.
4. If applicable, filter the list of suppliers by specifying the invitation time span.
5. Click Invitation reminder to edit the reminder text.
6. Select which suppliers to remind.
7. Specify whether to send the reminders by email or postal mail when both options are available. The
Send by column indicates how a supplier can be reminded: , , or either if both options are
available for the supplier.
8. To remind suppliers by email, specify the deadline and click Send email reminder. To remind them
by postal mail (at extra charge), specify the deadline and click Send postal mail reminder.
9. To automatically send a reminder to the supplier, select Auto reminder.
Remind suppliers who accepted your invitation but have not started sending
electronic invoices
After suppliers accept your invitation and set up an account, sometimes you need to send them a
reminder to start sending invoices through the Invoice Portal.
1. Click Suppliers > Summary.
2. Under Remind, click the Has accepted your invitation button.
3. Search for a particular supplier by typing their name, organization number, or other information and
pressing ENTER.
4. Click Startup reminder to edit the text.
5. Select which suppliers to remind.
6. Specify whether to send the reminders by email or postal mail when both options are available. The
Send by column indicates how a supplier can be reminded: , , or either if both options are
available for the supplier.
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Kofax ReadSoft Invoices Invoice Portal Onboarding Install & Quick Start Guide
7. To remind suppliers by email, specify the deadline and click Send email reminder. To remind them
by postal mail (at extra charge), specify the deadline and click Send postal mail reminder.
Delete suppliers
Deleting a supplier does not delete the invoices they have sent to you, and they are still able to send you
new invoices.
To delete a company from your list of suppliers, complete the following steps:
1. Click Suppliers > Summary.
2. Under Check suppliers, click Check and update.
3. Find the supplier and click the Delete button.
General information
General information on how to use all of Invoice Portal's functionality can be found in the help within the
program itself.
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Kofax ReadSoft Invoices 6.0.3 Installation guide
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